2010 UBO/UBU Conference

Title: Data Integrity Breakouts (Navy) MEPRS - 100% DMHRSi Requirement

Session: R-4-1440-1700

Objectives

Provide overview of DMHRSi purpose

Discuss Data Quality ramifications of DMHRSi

Explain the current 100% Timecard Requirement

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DMHRSi Timecard Policy

In July 2008, BUMED published guidance for a DMHRSi 100% Monthly File.

This guidance provides BUMED policy regarding DMHRSi LCA reporting requirements for MEPRS/EAS.

It outlines the definition and monthly creation of a 100% LCA file for EAS and SMART to meet DoD and Navy Medicine reporting requirements.

The guidance also provides the roles and responsibilities related to Manpower, Human Resources, and LCA for the accurate and timely capture and reporting of command data.

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Why is a 100% File Important?

If timecards are not submitted, the labor expense is not reported.– Across the MHS, 70% of all MTF and DTF expenses

are attributed to human resource/labor related costs. FTEs is a factor used to allocate many overhead

expenses in EAS.– Missing timecards can misallocate these overhead

expenses across final accounts.

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How DMHRSi Data Impacts EAS

Manpower

Human Resources

LCA

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DMHRSi Data in EAS - Manpower

Manpower data represents the mission, functions, and tasks of a

command:

1. The command’s AMD (Activity Manpower Document) is the source for positions (billets) in DMHRSi for Active Duty, Civilians, and Contractors.

2. Personnel occupying a position in DMHRSi represents an “Assigned” FTE for that command.

3. Maintaining an accurate AMD ensures that the right mix of personnel are available to meet local and readiness requirements.

Manpower Data

Labor Data

Human Resources

Data

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Manpower Roles & Responsibilities

Manage the command’s Activity Manpower Document (AMD). The AMD must coincide with the command’s personnel structure by directorate, department, and division;

The quality and quantity of billets on the AMD must match the quality and quantity of personnel working within the facility;  

Initiate and process ongoing updates to the AMD. These updates/changes must coincide with adjustments to the command’s personnel structure- Manpower Change Requests

DMHRSi Data in EAS Human Resources

Complete and accurate DMHRSi HR data is critical:

1. Personnel must be in- processed and out-processed promptly -within 2 working days;

2. All HR data must be verified and updated as necessary;

3. All Active Duty and Civilians must be assigned to an Organization and Position

4. Assignment of a Skill Type and Suffix based on the Person Occupation is required for all personnel

Manpower

Human Resources

LCA

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HR Roles & Responsibility

In process and out process personnel timely; Enter and maintain accurate demographic data. Correct

source system data when necessary. Assign positions for Active Duty and Civilian personnel.

Contractors are assigned a job. Assign a People Group if personnel are not working in their assigned Organization.

Assign a skill type and suffix based on the current job/position.

DMHRSi Data in EAS LCA

Complete and accurate reporting of labor hours is

mandatory

1. All personnel are required to enter hours via a timecard.

2. Hours can be entered via Timekeeper entry or batch if necessary by designated personnel.

3. Timecards must be approved within 7 days of submission by an assigned timecard approver.

Manpower

Human Resources

LCA

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LCA Roles & Responsibilities

LCA manages the labor data entered via timecard entry, timekeeper entry, or batch;

Provides oversight and training of timekeepers and timecard approvers;

Analyzes and corrects erroneous timecard data; Creates the monthly EAS and SMART data files which

include 100% of the command’s personnel. This is a BUMED requirement.

Monitoring Mechanisms – Manpower, HR, and LCA

Manpower, HR and LCA Staff have many reports available in the DMHRSi module, Discoverer Viewer, and on the DMHRSi Report Server to monitor data inconsistencies.

Reports should be run on a regular basis and the data should be corrected.

EAS data elements can be found on these reports.

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The NAVY AMD shows all authorized positions (billets) at your command for Active Duty (Officers and Enlisted), Civilians, and

Contractors

Assignment Organization Pos Blt Num Billet Id No (BIN) M T Position Title Desig NOBC Pri Sub Sp Pri Rate NEC Pay Grade Civ Occ Srs Auth / Req35949-ANESTHESIOLOGY-04AN00 11265 2778197 C PRACTICAL NURSE - - GS-05 0620

Authorized

35949-PEDIATRICS-03PE00 23905 0150956 O PEDIATRICIAN 2100 0105 16V0K - O-5 - Authorized35949-FAMILY MEDICINE 24765 0578672 E CORPSMAN - HM3 HM E-4 - Authorized35949-RADIOLOGY-05XR00 35705 1092432 B SUPV MEDICAL INSTRUMENT

TECH/US - - CS-00 0649

Authorized

Activity Monitoring Mechanisms - Manpower

The Multi Encumbered Positions report shows multiple command personnel assigned to one position (billet)

Multi Encumbered Positions

Position Information Person Information

Organization Name Official Position Name

Position BSC

Position UIC People Group Full Name

Employee

NumberPerson Type

Type of Cont

Vol Lcl Nat Rsvr

Person

GradePerson Step

Skill Type

Skill Type Suffix Primary Occupation Code

35949-MAIN OPERATING ROOM-04SU00 Number of Individuals:

6              

  N.00000.18040.SURG TECH.E-4.A.140182

18040   35949-MAIN OPERATING ROOM-04SU00

    Active Duty

  E-4   4 Z N.NE.8483.Surgical Technologist

  N.00000.18040.SURG TECH.E-4.A.140182

18040   35949-MAIN OPERATING ROOM-04SU00

    Active Duty

  E-5   4 Z N.NE.8483.Surgical Technologist

  N.00000.18040.SURG TECH.E-4.A.140182

18040   35949-ANESTHESIOLOGY-04AN00

    Active Duty

  E-4   4 Z N.NR.HM.Hospital Corpsman

  N.00000.18040.SURG TECH.E-4.A.140182

18040   35949-ANESTHESIOLOGY-04AN00

    Active Duty

  E-5   4 Z N.NR.HM.Hospital Corpsman

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Activity Monitoring Mechanisms - Human Resources

Per Start Date Per End Date

Person Type Service Organization Fcc Position Job

Skill Type

Skill Type Suffix

Personnel

Category Suoc

Assignment Status  

6-Jul-10 11-Aug-10 Civilian NAVY 35949-OB/GYN-04GY00 BCBA

N.00000.28620.MED SUPPORT ASST

(OA).GS-04.C.140167

C.OC.0679.Medical Clerk Series 5 C C 0000C

Primary Assignment  

14-Jun-10 22-Aug-10Voluntee

r NAVY

35949-PATIENT ADMINISTRATION-

09OA00 EKAA -C.OC.0000.MISCELLANEOUS OCCUPATIONS GROUP 5 Z V 0000C

Primary Assignment  

1-Aug-09 1-Sep-10Active Duty NAVY

35949-ANESTHESIOLOGY-

04AN00 DFAA

N.00000.30785.NRS ANESTH.O-

3.A.140146N.NB.0952.Nurse

Anesthetist 2 A O 0000OPrimary

Assignment  

24-Nov-08 31-Dec-12Active Duty NAVY

35949-MULTI-SERVICE WARD-02VZ00 AAXA -

N.NB.0906.Emergency/Trauma Nurse 3 R O 1940O

Primary Assignment  

12-Jul-10 11-Aug-10Contract

or NAVY

35949-PATIENT ADMINISTRATION-

09OA00 EKAA

N.00000.03275.CODER/

OUTPATIENT.CS-00.CON.140421

C.OC.0000.MISCELLANEOUS OCCUPATIONS GROUP - - X 0000C

Primary Assignment  

The HR Data Issues Report Affecting EAS should be used to monitor missing data in DMHRSi.

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Activity Monitoring Mechanisms - LCA

Employee

Name

Employee Number Title

Service Organization Group

Location

Superviso

r

Timecard

Approver

Person Type

Component Person

TypeAssignmen

t Status

Assignment

Category

Submitter

Batch/Timecard

StatusTimecard Start

DateTimecard End

Date

    MR.NAV

Y

LABORATORY/CLINICAL

PATHOLOGY-05LC00

LABORATORY/CLINICAL

PATHOLOGY-05LC00       Civilian Civilian

Active Assignment FR   APPROVED 19-Dec-10 1-Jan-11

    MS.NAV

YPEDIATRICS-

03PE00PEDIATRICS-

03PE00       Civilian CivilianActive

Assignment FR   APPROVED 19-Dec-10 1-Jan-11

   CPO

NAVY

ADMINISTRATION-5KAS00

ADMINISTRATION-5KAS00      

Active Duty

Active Duty

Active Assignment FR   APPROVED 19-Dec-10 1-Jan-11

   CPO

NAVY

41425-ADMINISTRATIO

N-5KAS00ADMINISTRATION-

5KAS00      Active Duty

Active Duty

Active Assignment FR   APPROVED 5-Dec-10 18-Dec-10

    MR.NAV

Y

DIR MEDICAL SERVICES-

03F300DIR MEDICAL

SERVICES-03F300       Contractor ContractorActive

Assignment FR   APPROVED 21-Nov-10 4-Dec-10

    LTNAV

Y

SPECIAL ASSISTANTS-

00SM00ORTHOPEDICS-

04OR00      Active Duty

Active Duty

Active Assignment FR   APPROVED 19-Dec-10 1-Jan-11

    LTNAV

Y

SPECIAL ASSISTANTS-

00SM00ORTHOPEDICS-

04OR00      Active Duty

Active Duty

Active Assignment FR   APPROVED 5-Dec-10 18-Dec-10

    LTNAV

Y

SPECIAL ASSISTANTS-

00SM00ORTHOPEDICS-

04OR00      Active Duty

Active Duty

Active Assignment FR   APPROVED 21-Nov-10 4-Dec-10

    ENSNAV

Y

MATERNAL-CHILD-INFANT-

NURSING-020600

MATERNAL-CHILD-INFANT-NURSING-

020600      Active Duty

Active Duty

Active Assignment FR   APPROVED 19-Dec-10 1-Jan-11

The DoD Batch & Timecard Status Report provides information on all personnel timecards. Timecards should be monitored after each pay period for 100% approval.

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Parent DMIS Id Full Name

Personnel Category

Employee Number Asg Start Date

Asg End Date Service Suoc

DMHRSi Skill Type-

SuffixCorrect Skill Type Based on SUOC

    O   14-Aug-08 31-Dec-12NAVY 15J16CJ 1P  

    O   01-Dec-10 05-Dec-10NAVY 1612O 1P  

    O   12-Jan-09 05-Jan-11NAVY 16P16AB 1P  

    O   20-Sep-10 31-Dec-12NAVY 16R1LA7 1P  

    O   01-Apr-10 31-Dec-12NAVY 15B16OW 1P  

    O   07-Dec-09 31-Dec-12NAVY 15G1224 1P  

Activity Monitoring Mechanisms - LCA

The SUOC Mismatch Report compares the Skill Type and Suffix assigned to each person in DMHRSi based on their Occupation with the current fiscal year Occupation Code Table. SUOCs shown below are not valid on the current Occupation Code Table for these Physicians.

Data Non-Compliance - How EAS Is Affected

Missing billets/positions affect assignment of personnel Missing or erroneous HR data compromises the EAS

data file and records may or may not be included. Occupation and skill type/suffix mismatches may cause

data to be changed in EAS. – For example, a clinician (1P) with an AQD other than

their medical specialty automatically becomes a 5Z when the DMHRSi record in imported into EAS.

Labor hours not reported could result in EAS errors such as Workload reported without corresponding work hours.

Labor hours not reported can impact Cost Per Visit or Cost Per Disposition calculations.

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BUMED Monthly Monitoring

BUMED monitors DMHRSi Manpower, HR, and LCA data twice monthly thorough the DMHRSi Interim and Final Authorization Reports.

Missing billets/positions and Human Resources data will present on the HR Data Issues Report.

Missing or incomplete timecards will present on the DoD Batch and Timecard Status Report.

Beginning in FY11 all activities are required to achieve 100% timecard approval.

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DMHRSi Final Authorization Report

DMIS ID Command Timecards Outstanding Total Timecards % APPROVED Dec HR Data Issues Occupation Code/Skill Type Mismatches †

Recommend Create Export Files Y/N

Comments

0024 NH Camp Pendleton 0 7442 100.00% 0 18 Y  0028 NH Lemoore 7 2036 99.66% 0 5 N  0029 NMC San Diego 1328 20046 93.38% 25 80 N  

0030 NH Twenty Nine Palms 19 1884 98.99% 0 0 N  0038 NH Pensacola 1 6076 99.98% 0 8 N 0039 NH Jacksonville 0 7108 100.00% 0 1 Y 0067 NNMC Bethesda 567 13071 95.66% 6 20 N

0068 NHC Patuxent River 0 1024 100.00% 0 5 Y

0091 NH Camp Lejeune 114 6670 98.29% 0 10 N 0092 NHC Cherry Point 0 1282 100.00% 0 0 Y 0100 NHCNE 2 2969 99.93% 1 10 N 0103 NHC Charleston 0 1333 100.00% 0 0 Y 0104 NH Beaufort 0 3449 100.00% 2 0 Y

0118 NHC Corpus Christi 0 1445 100.00% 0 0 Y 0124 NMC Portsmouth 2667 18135 85.29% 4 24 N  0126 NH Bremerton 33 3919 99.16% 6 20 N 0127 NH Oak Harbor 110 1542 92.87% 4 15 N  0280 NHC Hawaii 8 2019 99.60% 1 53 N  0306 NHC Annapolis 0 992 100.00% 0 4 Y  0385 NHC Quantico 35 1578 97.78% 4 5 N  

0457 NDC Camp Pendleton 0 1102 100.00% 0 12 Y  

0492 NDC Camp Lejeune 0 1443 100.00% 0 0 Y  

0615 NH Guantanamo Bay 34 782 95.65% 2 7 N  0617 NH Naples 0 1730 100.00% 0 2 Y  0618 NH Rota 0 1120 100.00% 0 0 Y 0620 NH Guam 0 2410 100.00% 1 2 Y  0621 NH Okinawa 0 3633 100.00% 0 0 Y 0622 NH Yokosuka 1 3660 99.97% 2 14 N 0624 NH Sigonella 0 1452 100.00% 0 2 Y  0816 NDC Okinawa 0 1185 100.00% 0 0 Y  

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DMHRSi Final Authorization Report

DMIS ID Command Timecards Outstanding Total Timecards % APPROVED Dec HR Data Issues Occupation Code/Skill Type Mismatches †

Recommend Create Export Files Y/N

Comments

0024 NH Camp Pendleton 0 7442 100.00% 0 0 Y  0028 NH Lemoore 0 2036 100.00% 0 0 Y  0029 NMC San Diego 0 20046 100.00% 0 0 Y  

0030 NH Twenty Nine Palms 0 1884 100.00% 0 0 Y  0038 NH Pensacola 0 6076 100.00% 0 0 Y 0039 NH Jacksonville 0 7108 100.00% 0 0 Y 0067 NNMC Bethesda 0 13071 100.00% 0 0 Y

0068 NHC Patuxent River 0 1024 100.00% 0 0 Y

0091 NH Camp Lejeune 0 6670 100.00% 0 0 Y

0092 NHC Cherry Point 0 1282 100.00% 0 0 Y 0100 NHCNE 0 2969 100.00% 0 0 Y 0103 NHC Charleston 0 1333 100.00% 0 0 Y 0104 NH Beaufort 0 3449 100.00% 0 0 Y

0118 NHC Corpus Christi 0 1445 100.00% 0 0 Y

0124 NMC Portsmouth 0 18135 100.00% 0 0 Y  0126 NH Bremerton 0 3919 100.00% 0 0 Y 0127 NH Oak Harbor 0 1542 100.00% 0 0 Y  0280 NHC Hawaii 0 2019 100.00% 0 0 Y  0306 NHC Annapolis 0 992 100.00% 0 0 Y  0385 NHC Quantico 0 1578 100.00% 0 0 Y  

0457 NDC Camp Pendleton 0 1102 100.00% 0 0 Y  

0492 NDC Camp Lejeune 0 1443 100.00% 0 0 Y  

0615 NH Guantanamo Bay 0 782 100.00% 0 0 Y  0617 NH Naples 0 1730 100.00% 0 0 Y  0618 NH Rota 0 1120 100.00% 0 0 Y 0620 NH Guam 0 2410 100.00% 0 0 Y  0621 NH Okinawa 0 3633 100.00% 0 0 Y 0622 NH Yokosuka 0 3660 100.00% 0 0 Y 0624 NH Sigonella 0 1452 100.00% 0 0 Y  0816 NDC Okinawa 0 1185 100.00% 0 0 Y  

DMHRSi Compliance within the DQMC Program

Beginning in FY10, the MHS Data Quality Program included the DMHRSi submitted and approved timecard metrics as part of each command’s monthly Data Quality Statement.

The metrics for submitted and approved timecards is based on the DMHRSi Interim and Final Authorization Reports distributed by BUMED each month.

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November FY11 DMHRSI DQMC Metrics (Questions 3c and 3d)

DMIS ID Command Timecards Submitted Total Timecards % SubmittedDQMC % Submitted

(3c) Timecards Approved Total Timecards % ApprovedDQMC % Approved

(3d)0067 NNMC Bethesda 12371 13015 95.05% 95% 12291 13015 94.44% 94%0068 NHC Patuxent River 1012 1012 100.00% 100% 1012 1012 100.00% 100%0306 NHC Annapolis 977 988 98.89% 99% 988 988 100.00% 100%0385 NHC Quantico 1795 1817 98.79% 99% 1786 1816 98.35% 98%0038 NH Pensacola 6005 6040 99.42% 99% 5968 6037 98.86% 99%0039 NH Jacksonville 7320 7321 99.99% 100% 7331 7334 99.96% 100%0091 NH Camp Lejeune 6044 6575 91.92% 92% 5922 6577 90.04% 90%0092 NHC Cherry Point 1272 1278 99.53% 100% 1278 1281 99.77% 100%0100 NHCNE 2958 2958 100.00% 100% 2963 2964 99.97% 100%0103 NHC Charleston 1317 1317 100.00% 100% 1316 1317 99.92% 100%0104 NH Beaufort 3473 3473 100.00% 100% 3473 3477 99.88% 100%0118 NHC Corpus Christi 1439 1439 100.00% 100% 1443 1443 100.00% 100%0124 NMC Portsmouth 14465 18151 79.69% 80% 14180 18144 78.15% 78%0615 NH Guantanamo Bay 753 773 97.41% 97% 761 771 98.70% 99%0617 NH Naples 1709 1709 100.00% 100% 1708 1708 100.00% 100%0618 NH Rota 1133 1138 99.56% 100% 1137 1138 99.91% 100%0624 NH Sigonella 1544 1544 100.00% 100% 1541 1541 100.00% 100%0024 NH Camp Pendleton 7542 7543 99.99% 100% 7551 7551 100.00% 100%0028 NH Lemoore 1998 2021 98.86% 99% 1978 2024 97.73% 98%0029 NMC San Diego 19017 19813 95.98% 96% 18656 19831 94.07% 94%0030 NH Twenty Nine Palms 1846 1877 98.35% 98% 1840 1877 98.03% 98%0126 NH Bremerton 3853 3931 98.02% 98% 3917 3931 99.64% 100%0127 NH Oak Harbor 1434 1546 92.76% 93% 1328 1546 85.90% 86%0280 NHC Hawaii 2005 2009 99.80% 100% 1967 2009 97.91% 98%0620 NH Guam 2609 2609 100.00% 100% 2610 2610 100.00% 100%0621 NH Okinawa 3640 3640 100.00% 100% 3663 3663 100.00% 100%0622 NH Yokosuka 3684 3699 99.59% 100% 3697 3698 99.97% 100%0056 NHC Great Lakes 2926 2938 99.59% 100%

DMHRSi DQMC Metrics Report

DMHRSi DQ Metrics Calculations

The Submitted Timecard Calculation is based on the total number of MTF timecards in the Approved, Submitted, and Rejected Statuses divided by the total number of MTF timecards. The formula excludes timecards in “Not Submitted” and “Working” statuses.

The Approved Timecard Calculation is based on the total number of MTF timecards in the Approved status divided by the total number of MTF timecards. The formula excludes timecards in the following statuses: Submitted, Not Submitted, Rejected, and Working.

These metrics are reported via the DMHRSi DQ Metrics Report issued by BUMED to the Regions monthly.

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FY 11 DMHRSi DQ Reporting

Beginning with the FY11 fiscal year, all Navy activities are required to achieve 100% timecard compliance before authorization is granted to create the monthly EAS and SMART files.

Any deviation from the 100% requirement must be documented with a logged trouble ticket or detailed explanation.

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Summary

DMHRSi LCA file must be complete and accurate

There are tools available to assist in ensuring DMHRSi data quality

In FY11, commands are required to achieve 100% time card compliance before receiving approval to process

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Q&A

Questions?

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